Explanation
The purpose of this ordinance is to authorize the Director of Public Utilities to enter into a contract with Bermex Inc. to provide Water Meter Reading Services, recurring monthly and quarterly for predetermined routes within the City of Columbus and contract communities. Services will include data collection through manual reads and radio reads using DPU’s equipment.
DPU is planning to begin an Enhanced Meter Program (EMP) implementation starting late 2018/early 2019. The implementation may take anywhere from 3 to 5 years. The intent of this contract is to bridge the gap between the start of the EMP implementation and its conclusion, where it is expected that meters will be able to be read remotely.
The Department of Public Utilities solicited Competitive Bids for the services in accordance with the provisions of Section 329 (RFQ008758). 76 vendors were solicited. Two (2) bids were received and opened on 4/27/18. The Division of Water recommended a contract award to the most responsive and responsible bidder, Bermex Inc while establishing an Indefinite Quantity Agreement to be utilized on an as needed basis.
This contract is for one (1) year, from the date of execution, with the option to renew for five (5) additional years based upon mutual agreement, budgeted funds, and approval by City Council. For each renewal year, funds for service shall be reviewed and expenditures shall be approved by ordinance of City Council, and the appropriation and certification of funds by the City Auditor. The maximum obligation of the City, for service described in this agreement, is limited to the amount of $450,000.00 for a period of one (1) year from the date of execution. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
Also included in this ordinance is a budget transfer authority from Object Class 02- Material and Supplies to Object Class 03- Service in order to align the budgeted funds with the projected needs for this contract.
SUPPLIER: Bermex Inc. Vendor# 015334 (38-3326896), Expires April 12, 2020
Bermex Inc. does not hold MBE/FBE status.
FISCAL IMPACT: $450,000.00 is budgeted in 03-Service for this contract. This ordinance includes a transfer of $250,000.00 in funds from Object Class 02- Material & Supplies to Object Class 03- Service as there is a greater need for services rather than parts this year.
This is a new service and no funds were used for this in prior years.
Title
To authorize the City Auditor to transfer $250,000.00 between Object Classes within the 2018 Water Operating Fund Budget, to authorize the Director of Public Utilities to enter into contract with Bermex Inc. to provide Water Meter Reading Services for the Division of Water, and to authorize the expenditure of $450,000.00 from the Water Operating Fund. ($450,000.00)
Body
WHEREAS, the Division of Water has a need to transfer $250,000.00 between Object Classes in the 2018 Water Operating Fund Budget. Funds for this contract were not budgeted in Object Class 03-Service so a portion of the funding is needed from Object Class 02-Material and Supplies for the purchase of service; and
WHEREAS, DPU is planning to begin an Enhanced Meter Program (EMP) implementation starting late 2018/early 2019; and
WHEREAS, there is a need to enter into a Service contract for Meter Reading to bridge the gap between the start of the (EMP) implementation and its conclusion. This contract will be established as an Indefinite Quantity Agreement to be utilized on an as needed basis; and
WHEREAS, DPU solicited competitive bids for the service in accordance with the relevant provisions of Chapter 329 of City Code relating to Request for Quotations. Two (2) bids (RFQ008758) were received and opened on 4/27/18; and
WHEREAS, Bermex Inc was deemed the lowest, most responsive, and responsible bid; and
WHEREAS, the Department of Public Utilities, Division of Water wishes to enter into a Service contract for a period of one (1) year from the date of execution by the City of Columbus, with the option to renew for an additional five (5) years on a year to year basis; and
WHEREAS, the City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Water, to authorize the Director of Public Utilities to enter into contract for Meter Reading Service with Bermex Inc.; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the transfer of $250,000.00 or so much thereof as may be needed, is hereby authorized between Object Classes within Fund 6000 Water Operating Fund per the accounting codes in the attachment to the Ordinance.
SECTION 2. That the Director of Public Utilities be and is hereby authorized to enter into a contract with Bermex Inc, 1380 Dublin Rd, Ste 200, Columbus, OH 43215, for Water Meter Reading Services for the Division of Water in such form and including such terms and conditions as are approved by the City Auditor and City Attorney.
SECTION 3. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Water.
SECTION 4. That the expenditure of $450,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6000 Water Operating Fund in object class 03 Services in the amount of $450,000.00, per the accounting codes in the attachment to this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this Ordinance.
SECTION 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.